Accounts Payable Specialist
Ship Network, Henderson, NV, United States
Accounts Payable Specialist
The Accounts Payable Specialist is responsible for ensuring the accuracy, completeness, and timeliness of the Company's expenditures while supporting strong internal controls and safeguarding company assets. This role reviews, processes, and records vendor invoices, ensures proper documentation and approvals, and executes timely payments.
The position requires a high level of organization, attention to detail, and the ability to work cross-functionally to resolve discrepancies and support accurate financial reporting in a high-volume environment.
Accounts Payable Operations
Process high-volume vendor invoices through Stampli, including review, coding, routing for approval, and issue resolution
Monitor the AP inbox daily and prioritize urgent or time-sensitive requests
Review invoices for accuracy, proper documentation, and correct GL/account coding in accordance with company policy; identify out-of-period expenses for accruals and prepaids
Prepare, issue, and maintain purchase orders in accordance with approved limits and workflows, including open PO reconciliation and documentation accuracy
Maintain accurate AP records and supporting documentation in Stampli and QuickBooks
Assist with freight and shipping-related invoices, including review and coordination with internal teams
Identify expenses eligible for customer billing and coordinate with the billing team
Utilize Excel to organize invoice data, coding, and reconciliation support
Vendor Management & Payments
Onboard vendors, obtain W-9s, and maintain accurate vendor records and portal access
Manage vendor communications, including responding to inquiries, resolving discrepancies, and maintaining strong working relationships
Execute weekly payment runs (ACH, check, wire) for approved invoices in accordance with established schedules
Process ad hoc or urgent payments outside standard pay runs as needed
Monitor and manage automated payments (ACH pulls, autopay vendors) to ensure accuracy and proper accounting
Reconciliation, Controls & Financial Support
Reconcile vendor statements and maintain clean AP records, including tracking and resolving credit memos
Monitor vendor balances, past-due invoices, and potential credit holds
Support month-end close by identifying invoices requiring accrual or prepaid treatment and coordinating with Accounting
Assist with the preparation and processing of annual 1099 filings
Additional Responsibilities
Support the Accounting team with ad hoc projects, audit requests, documentation, and backup coverage as needed
Scan and route physical mail on a weekly basis
Qualifications
2+ years of accounts payable or related accounting experience
Experience with AP automation tools (e.g., Stampli) and accounting systems (e.g., QuickBooks) preferred
Solid understanding of accounting principles, including accruals and prepaids
High attention to detail and accuracy in a high-volume environment
Strong organizational and time management skills
Excellent communication and problem-solving skills
Proficiency in Microsoft Excel
The Accounts Payable Specialist is responsible for ensuring the accuracy, completeness, and timeliness of the Company's expenditures while supporting strong internal controls and safeguarding company assets. This role reviews, processes, and records vendor invoices, ensures proper documentation and approvals, and executes timely payments.
The position requires a high level of organization, attention to detail, and the ability to work cross-functionally to resolve discrepancies and support accurate financial reporting in a high-volume environment.
Accounts Payable Operations
Process high-volume vendor invoices through Stampli, including review, coding, routing for approval, and issue resolution
Monitor the AP inbox daily and prioritize urgent or time-sensitive requests
Review invoices for accuracy, proper documentation, and correct GL/account coding in accordance with company policy; identify out-of-period expenses for accruals and prepaids
Prepare, issue, and maintain purchase orders in accordance with approved limits and workflows, including open PO reconciliation and documentation accuracy
Maintain accurate AP records and supporting documentation in Stampli and QuickBooks
Assist with freight and shipping-related invoices, including review and coordination with internal teams
Identify expenses eligible for customer billing and coordinate with the billing team
Utilize Excel to organize invoice data, coding, and reconciliation support
Vendor Management & Payments
Onboard vendors, obtain W-9s, and maintain accurate vendor records and portal access
Manage vendor communications, including responding to inquiries, resolving discrepancies, and maintaining strong working relationships
Execute weekly payment runs (ACH, check, wire) for approved invoices in accordance with established schedules
Process ad hoc or urgent payments outside standard pay runs as needed
Monitor and manage automated payments (ACH pulls, autopay vendors) to ensure accuracy and proper accounting
Reconciliation, Controls & Financial Support
Reconcile vendor statements and maintain clean AP records, including tracking and resolving credit memos
Monitor vendor balances, past-due invoices, and potential credit holds
Support month-end close by identifying invoices requiring accrual or prepaid treatment and coordinating with Accounting
Assist with the preparation and processing of annual 1099 filings
Additional Responsibilities
Support the Accounting team with ad hoc projects, audit requests, documentation, and backup coverage as needed
Scan and route physical mail on a weekly basis
Qualifications
2+ years of accounts payable or related accounting experience
Experience with AP automation tools (e.g., Stampli) and accounting systems (e.g., QuickBooks) preferred
Solid understanding of accounting principles, including accruals and prepaids
High attention to detail and accuracy in a high-volume environment
Strong organizational and time management skills
Excellent communication and problem-solving skills
Proficiency in Microsoft Excel